IT Training
Kimberlin Library
Tel: (0116) 257 7160
email: [email protected]
Office 2007
Word
Intermediate
June 2011
CONTENTS
INTRODUCTION ............................................................................. 1
GETTING STARTED ......................................................................... 3
THE OFFICE BUTTON ......................................................................... 4
THE QUICK ACCESS TOOLBAR ................................................................ 6
THE RIBBON .................................................................................. 8
TEMPLATES................................................................................. 10
CREATING A NEW TEMPLATE ................................................................. 11
CREATING A TEMPLATE USING THE SAVE AS OPTION ........................................... 18
TEMPLATES ON-LINE ........................................................................ 19
AMENDING A TEMPLATE ...................................................................... 20
USING A TEMPLATE .......................................................................... 21
PRODUCING AN ENVELOPE ................................................................... 24
PRODUCING A LABEL......................................................................... 27
PRODUCING A PAGE OF LABELS ............................................................... 29
NUMBERED AND BULLETED LISTS ...................................................... 31
CHANGING THE BULLETS TO NUMBERS ........................................................ 33
CHANGING THE INDENT POSITION ............................................................ 33
INDENTING TEXT WITHIN A LIST .............................................................. 36
TURNING THE AUTOMATIC BULLETING AND NUMBERING OFF ................................... 38
FORMATTING TEXT ....................................................................... 39
PARAGRAPH SPACING ........................................................................ 39
MULTILEVEL LISTS ........................................................................... 40
CONTROLLING TEXT ...................................................................... 42
WIDOWS AND ORPHANS ...................................................................... 42
VIEWING A DOCUMENT ................................................................... 45
NAVIGATING A DOCUMENT .............................................................. 46
BROWSING .................................................................................. 46
GO TO...................................................................................... 47
SECTIONS ................................................................................... 49
EXAMPLES OF SECTION BREAKS ............................................................... 50
Continuous .....................................................................................50
Next Page ......................................................................................50
INSERTING A SECTION BREAK ................................................................. 51
DELETING A SECTION BREAK ................................................................. 52
PAGE NUMBERS ............................................................................ 53
INSERTING PAGE NUMBERS USING THE PAGE NUMBER BUTTON ................................. 53
PAGE NUMBER FORMATS ..................................................................... 55
START PAGE NUMBER ........................................................................ 56
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HEADERS AND FOOTERS ................................................................. 57
INSERTING A FOOTER ........................................................................ 57
Deleting a page number ..................................................................... 59
Inserting the date ............................................................................ 60
Odd and even pages.......................................................................... 61
Different first page footer ................................................................. 63
Different Header/Footer.................................................................... 64
Inserting the document name and path into the footer ............................... 66
BUILDING BLOCKS ........................................................................ 69
COLUMNS ................................................................................... 73
FORMATTING COLUMNS...................................................................... 74
BORDERS AND SHADING ................................................................. 75
TEXT BORDER ............................................................................... 75
PAGE BORDER ............................................................................... 78
Graphical page border....................................................................... 79
FORMAT PAINTER ......................................................................... 80
SYMBOLS ................................................................................... 81
INTERNATIONAL CHARACTERS ......................................................... 83
PRINTING A BOOKLET .................................................................... 84
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INTRODUCTION
These notes and exercises are aimed at those who already know how to use
Word 2007 but would like to further their knowledge of the application.
Knowledge assumed
you will have a working knowledge of Word 2007
experience of using Windows
Areas covered
creating and use templates
inserting objects into a document
creating and import charts
linking and embed and object
working with headers and footers
working with sections
quick parts and building blocks
borders and shading
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Document signposts
Instructions for you to type
Bold text
Shortcuts
Reminders
Notes
Exercises
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GETTING STARTED
Before you begin, you should take a look at the layout of the Word 2007
window so that you know where to find the tools you will be using.
To see this window you must open Word 2007:
 Double click the Microsoft Word 2007 shortcut icon on the
desktop
or
 Click the Start button
 All Programs
 Microsoft Office
 Microsoft Office Word 2007
A blank document is opened ready for use.
Microsoft Office
button
Tabs
Ribbon
Status bar
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THE OFFICE BUTTON
The Office Button lists the commands that allow you to open and save a
document as well as print it. You will also see a list of recently used
documents.
 Click the Office Button
At the bottom of the dialog box is the Word Options button. This gives you
access to several settings within Word that you can change.
 Click the Word Options button
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The Word Options dialog box is displayed initially showing the most popular
items that you might want to change.
 Select one or two of the other option groups on the left side of the dialog
box to see what preferences you can set.
PLEASE DO NOT CHANGE ANY OF THE SETTINGS.
 Click Cancel to close the Word Options dialog box
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THE QUICK ACCESS TOOLBAR
To the right of the Office Button is the Quick Access Toolbar.
Customise Quick
Access Toolbar
By default the Quick Access Toolbar contains three buttons but you can add the
commands that you find most useful.
 Click the Customise Quick Access Toolbar button
A menu is displayed showing a short list of commands. The commands already
on the toolbar have a tick to the left.
 Click More Commands …
A list of popular commands is displayed.
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To add the Open command to the toolbar:
 Scroll down the list on the left hand side and select the Open
Command
 Click Add>>
The Open command is added to the list of items in the right had window.
 Click OK
The Open command is displayed on the Quick Access Toolbar.
 Customise the Quick Access Toolbar, select the Open command in the right
hand window and click the Remove button
The Open command is no longer on the Quick Access Toolbar.
 Customise the Quick Access Toolbar again and click More Commands
To see a comprehensive selection of commands:
 Click the down arrow to the right of the Choose commands from: box
 Choose All Commands
All available commands are listed.
 Click Cancel to close the dialog box
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Add a ribbon command to the Quick Access Toolbar
 Point to the command
 Click the right mouse button
 Choose Add to Quick Access Toolbar
If you prefer, you can customise the Quick Access Toolbar so that is displays
below the ribbon.
THE RIBBON
The ribbon is designed to help you quickly find the command you need to
complete a task. The commands are organised in logical groups which are
collected together under tabs. For example, when you first open Word the
Home tab is the one that is selected. This contains the most commonly used
commands.
Within each selected tab, the commands are placed in groups so that those
used for a similar purpose are together. For example the Editing group includes
Find, Replace, and Select.
When you select a different tab the ribbon shows you different groups of
commands.
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 Click the Insert tab
Now you see commands relating to Pages, Tables, Illustrations, Links, Header &
Footer, Text and Symbols.
 Look at the other tabs to see what they include
There are also tabs that display only when they are needed, for example if you
select a picture or Word Art in your presentation. These are called contextual
tabs. We will look at these later in the training course.
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TEMPLATES
Every Word document is based on a template that determines the basic
structure of the document. The default template is called Normal which
includes information such as the default font and size, line spacing, paper size,
and margins.
The Normal template is used automatically when you open a new document.
However, you can choose to use a template that you have created yourself or a
different one that is supplied with Word.
In this part of the course you will create and use a template for a letter and
also produce an envelope.
The template will look similar to this:
There are several ways to save a template however we will look at only two:
1. creating a new template
2. creating a template using the save as option
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CREATING A NEW TEMPLATE
 Click the Office Button
 Click New
The New Document dialog box is opened.
 From the list on the left click My templates...
The New dialog box is displayed.
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 Ensure Blank Document is selected
 Click the Template option
Template option
 Click OK
A new document is opened.
The new document is named Template1 which indicates that it will be saved as
a template not a normal document.
You will modify the template to include text and formatting that you will use
each time you use it to produce a document.
To change the margins.
 Choose the Page Layout tab
 Click Margins in the Page Setup group
You see a list of preset margins.
 Click Custom Margins at the bottom of the list
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The Page Setup dialog box is displayed.
 Change the Left and Right margins to 3 cm
 Click OK
 Change the font to Trebuchet MS and change the font size to 12 in the Font
group on the Home tab
By default a new template sets a spacing of 10 pts after each paragraph and a
line spacing of 1.15 within the paragraph.
To change the line and paragraph spacing:
 Click the Paragraph dialog box launcher on the Home tab
Dialog box
launcher
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The Paragraph dialog box is displayed.
 Change the Spacing After to 0 pt
 Change the Line spacing to Single
 Click OK
If you would like these changes to replace the default settings for all future
documents, after amending the values, click the Default button. Confirm that
you want to save these settings for use in new documents based on the Normal
template.
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 Press the Enter key three times
 Position the insertion point at the top of the document
 Type the following text:
The Coastal Society
Seaside Cottage
Windy Cliff
See Side
SE35 1DE
 Select the text and change the font to Bradley Hand ITC
 Change the size of the font to 18 pt
 Embolden the text
 Centre the text
 Click the line below the heading
Once the heading has been completed, move the insertion point by clicking
onto a new line. New text will be automatically formatted to the default style.
 Ensure the alignment and style of font has reverted to the default
(Trebuchet 12)
 Press the Enter key twice
You will now include today’s date.
 Click the Insert tab
 Click Date and Time in the Text group
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The Date and Time dialog box is displayed.
 Select the date format that you would like to use
 Ensure that English (U.K.) is the selected language
 Click the Update automatically box
 Click OK
When you choose to update the date automatically you insert a date field into
your document. This means that each time the template is used the document
will include the current date.
If you don’t want the date to update automatically you can ‘lock’ the field.
 Click the date field to select it
 Press CTRL + F11
To unlock a field:
 Click the date field
 Press CTRL + SHIFT + F11
To update an unlocked field:
 Press F9
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 Press the Enter key five times – this leaves a space where the address of the
recipient will be typed when the template is used
 Type Dear
 Press the Enter key twice
 Type SUBJECT – this is where the subject of the correspondence will be
entered
 Press the Enter key twice
 Type Start letter here
 Press the Enter key six times
 Type Yours sincerely
The template is complete and will now be saved.
 Click the Office Button
 Click Save As
The Save As dialog box is displayed and the Templates folder is opened
automatically ready to save the template.
 Change the file name to The Coastal Society Letter
 Click Save
 Close the open document
You are now ready to use the new template.
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CREATING A TEMPLATE USING THE SAVE AS OPTION
The situation may arise where you are working on a document that you would
like to save as a template. This may be an afterthought and, when the
document was opened, you did not intend to create a template so did not
follow the instructions as detailed on page 10.
 Open the document named Letter from C:\WordIntermediate
To save an open document as a template:
 Click the Office Button
 Point to Save As
 Click Word Template
The Save As dialog box is displayed.
 Select the Templates folder in the Navigation pane
 Change the file name to Formal Letter
 Click Save
 Close the document
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TEMPLATES ON-LINE
As well as using templates that you create you have the opportunity to
download them from the Internet.
 Click the Office Button
 Click New
The New Document dialog box is displayed.
Below the heading Microsoft Office Online in the Templates window there is a
list of template collections.
 Select Agendas
 Select the Community meeting agenda template
 Click Download
A new document is opened ready for you to edit.
 Close the document without saving
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AMENDING A TEMPLATE
When you create a template it is ‘protected’ so that you can’t accidentally
overwrite it. So, if you need to make a change, there is a specific way to do it.
 Click the Office Button
 Click Open
 Choose Templates from the Navigation pane
 Select The Coastal Society Letter
 Click OK
 Change the postcode to JL13 6GH
 Click Save
 Close the file
 Open The Coastal Society Letter template again
 Change the postcode back to SE35 1DE
 Save the template
 Close the file
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USING A TEMPLATE
There has been a competition and you are going to write to the winner to tell
her that she has won a prize.
You are going to prepare the letter using the template that you created earlier.
 Click the Office Button
 Click New
 Click My Templates
 Choose The Coastal Society Letter
 Ensure Document is selected in the Create New section of the dialog box
 Click OK
A new document based on the template is opened.
 Leave two blank lines below the date and enter the name and address of the
recipient:
Ms J Bright
Senior Lighthouse Operative
Black Rock Lighthouse
Craggy Island
CW13 8YJ
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 Add the recipient’s name, Ms Bright, to the salutation
 Replace the prompt SUBJECT with COMPETITION RESULT
 Delete the prompt Start letter here and type the following text:
I am delighted to inform you that you have won the competition for the best
kept lighthouse. Please find enclosed a cheque for £50.
I should be grateful if you would contact Jeremy Jones on 01783 950158 to
arrange for our photographer to visit and take photographs of you and your
wonderful lighthouse.
We look forward to hearing from you.
 At the bottom of the letter type your name
 Below your name type Editor as your job title
 Add two blank lines below the job title
 Type Enc to indicate an enclosure
 Your letter should look something like that shown on the following page
Use Print Preview to check the layout:
 Click the Office Button
 Print
 Print Preview
 Close Print Preview
 Adjust the spacing if necessary
If you turn off the Magnifier whilst in Print Preview you can make minor
changes to the document while seeing a full page on the screen.
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 Save the document in the Word2007Intermediate folder on drive C: with
the filename Competition Winner
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PRODUCING AN ENVELOPE
While you have the letter open you are going to use the name and address to
produce an envelope. You will also attach the envelope to the letter so that
both items can be saved in the same file.
 Select the name and address of Ms J Bright
 Click the Mailings tab
 Click Envelopes in the Create group
Omit return
address check box
The Envelopes and Labels dialog box is displayed.
 Ensure that the Envelopes tab is selected
 To prevent Word printing a return address on the envelope, ensure that the
Omit check box in the Return address section is ticked
 Click the Options button
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The Envelope Options dialog box is displayed.
In the Envelope size: box
 Ensure that DL is selected
In the Delivery address section:
In the From left: box
 Highlight Auto and type 6cm
In the From top: box
 Highlight Auto and type 6cm
 Click OK
 Click the Add to Document button
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The envelope is displayed above of the letter.
 Use Print Preview to view the document
To see the two ‘pages’ side by side:
 Click the Two Pages option in the Zoom group
 Close Print Preview
 Save the document
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PRODUCING A LABEL
If you are intending to use a large envelope it might not be possible to put
through the printer. In this case you need to print a label.
Creating a label is very similar to creating an envelope.
 Select the name and address of Ms Bright
 Choose the Mailings tab
 Click Labels in the Create group
The Envelopes and Labels dialog box is displayed.
 Ensure that the Labels tab is selected
 Click the Options button
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The Label Options dialog box is displayed.
In the Label information section
 Choose Avery A4/A5
In the Product number section
 Choose L7162
 Click OK
You use the Print section of the dialog box to instruct Word to print either a full
page of the same label or a single label. If you choose to print a single label
you can then specify the row and column. For example, if you have used some
of the labels before, the next one might be on Row 3, Column 2.
 Click Print
 Save the document
 Close the document
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PRODUCING A PAGE OF LABELS
You may find that you need to produce a page of labels that are all the same.
For example, labels asking that a specific document should be used only as
reference. This is what you will do now.
 Create a new document using the Blank document template
 Click the Mailings tab
 Choose Labels in the Create group
 Ensure the Labels tab is selected
 In the Address window type:
This document for reference only
DO NOT REMOVE
 Select the text and, while pointing to the selection click the right mouse
button
 Choose Font from the shortcut menu
 Change the font to Trebuchet 14 pt Bold
 Click OK
 Right click the selection again
 Choose Paragraph from the shortcut menu
 In the General section of the dialog box change the alignment to Centered
 Click OK
 Ensure you have selected the correct label size (L7162)
 Click the New Document button
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A page of identical labels is displayed.
If you are satisfied with the labels, load a sheet of labels into the printer and
print.
 Close the document without saving
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NUMBERED AND BULLETED LISTS
You can format text as a numbered or bulleted list as you type, or the required
formatting can be applied afterwards.
 Create a new document using the Blank document template
 Type the heading Hogwarts Library
To start a new bulleted list:
 On a new line type an asterisk and press space
The line is automatically indented and a bullet point is inserted as the first
character on the line.
If you change the bullet to a different style, the button on the ribbon
‘remembers’ the last one you used and will use this when you create another
list.
 Type the following list:







Philosopher’s Stone
Chamber of Secrets
Prisoner of Azkaban
Goblet of Fire
Order of the Phoenix
Half Blood Prince
Deadly Hallows
When you press the Enter key at the end of the list, Word will automatically
include another bullet on the new line.
To stop the bulleted list:
 Press the Enter key
The insertion point moves to a new line and the bulleted list is stopped.
To change the style of the bullets:
 Position the insertion point anywhere in the list
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 Click the down arrow next to the Bullets button in the Paragraph group of
the Home tab
 As you move the mouse pointer over the different styles of bullet you see a
preview of what the list would look like with the selected bullet
 Choose the tick
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CHANGING THE BULLETS TO NUMBERS
Position the insertion point in the list:
 Click the Numbering button in the Paragraph group of the Home
tab ribbon
The list is numbered.
 Save the document in the Word2007Intermediate folder with the name
Hogwarts Library
Do not close the document as you will need it again shortly.
CHANGING THE INDENT POSITION
 Open the document called Harry Potter
An indent is the space left between the margin and the text on the left or right
of a paragraph.
Left
margin
Left
indent
 Look at the indent marker on the ruler to see where the text is aligned
Indent marker
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You can adjust the amount of indent on the paragraph by dragging the indent
marker along the ruler.
 Ensure the insertion point is placed in the paragraph
 Point to the bottom of the marker and drag it to the right
Here
You can also have a ‘hanging indent’ which is when the paragraph has an indent
but the first line has not.
 Point to the top of the marker and drag it to the left
You would normally see this format when the paragraphs have bullets or
numbers.
This is the format that Word applies automatically when you include a bulleted
or numbered list in a document.
Notice that the indent marker has now split and the top part is to
the left.
You can set the indent accurately using the Paragraph dialog box.
 Click the dialog box launcher in the Paragraph group on the Home tab
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The Paragraph dialog box is displayed.
Indent from left margin
for number or bullet
Indent from the bullet
for paragraph text
 Click OK to close the dialog box
 Switch to the open document containing the bulleted list
Your indented list has a hanging indent of 0.63cm with an indent of 0.63cm.
To remove the indent from the list:
 Select all the lines in the list
 Display the Paragraph dialog box
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 Change the Left indentation to 0cm
 Click OK
Alternatively you can use the Decrease Indent and Increase Indent
buttons in the Paragraph group on the Home tab to adjust indents.
Or
* Select the lines in the list
* Point to the selected list and click the right mouse button
* Choose Adjust List Indents
* Amend the dialog box as required
* Click OK
 Close the document without saving
INDENTING TEXT WITHIN A LIST
As you type your bulleted or numbered list you might want to include additional
text in the list, but not want it to be numbered.
 Ensure the document named Hogwarts Library is still open
 Position the insertion point at the end of line 5, Order of the Phoenix
 Press Enter once
A new line 6 is inserted into the list.
 Press Backspace once
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The line number is removed leaving the insertion point at the indent position
ready for you to type in additional text. The remaining lines are renumbered.
 Type: After being tried for the inappropriate use of magic and found not guilty,
Harry returns to his fifth year at Hogwarts and finds everything is changing.
On your own:
 Add the following text below line 4, Goblet of Fire
Harry Potter is in his fourth year at Hogwarts School of Witchcraft and
Wizardry. However, this new book opens with a difference with a very sinister
encounter and a death in a darkened and empty house.
An alternative way of continuing the indent without adding another line number is
to use a soft return at the end of the numbered line.
For example, to add text to the end of line 3, with the insertion point at the end of
line 3 press Shift + Enter. This adds a new line keeping the format of the line
above.
To continue with the numbered list, press Enter at the end of the additional text
and the next number is added.
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TURNING THE AUTOMATIC BULLETING AND NUMBERING OFF
For information only
If you don’t want Word to apply bullets and numbering automatically as you
type you can turn it off.
 Click the Office Button
 Select Word Options
 Choose Proofing
 Click the AutoCorrect Options button
 Select the AutoFormat As You Type tab
 Uncheck the Automatic bulleted lists and Automatic numbered lists
options in the Apply as you type section
 Click OK
 Click OK
To start a numbered list automatically, type:
1, followed by a full stop, followed by a space
To start an alphabetical list automatically, type:
a, followed by a full stop, followed by a space
If the bullets or numbering do not start automatically:

Click the Office Button

Click Word Options

Choose Proofing

Click AutoCorrect Options

Check Automatic bulleted lists or Automatic numbered lists

Click OK

Click OK
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FORMATTING TEXT
PARAGRAPH SPACING
Many factors determine how text is positioned. Margins specify the distance
from the edge for all the text on a page, while paragraph indentation and
alignment controls how paragraphs fit between the margins. You can also
determine how much space occurs between lines, and before and after
paragraphs.
 You should still have the document Hogwarts Library open
 Click the Show/Hide button in the Paragraph group of the Home tab
Each paragraph is currently separated by a paragraph mark . You are now
going to specify the amount of space you want between the paragraphs.
 Select all the text in the list
 Click the Line spacing button in the Paragraph group on the Home tab
 Choose Line Spacing Options
The Paragraph dialog box is displayed.
 In the Spacing section change the space Before the paragraph to 6pt (half a
line space)
 Ensure Don’t add space between paragraphs of the same style is not
selected
 Click OK
 Click the Show/Hide button on the ribbon to hide the paragraph marks
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MULTILEVEL LISTS
Lists with multilevels are easy to create.
 Select all the lines of text in the list
 Click the Multilevel List button in the Paragraph section of the Home tab
 Select a format for the list
The list is reformatted.
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If you want to create a multilevel list as you type:
 Open a new document
 Use the Multilevel List button to choose the format for the new list
 Type the first line in the list: Hogwarts School of Witchcraft and Wizardry
 Press Enter once
 Press Tab once
 Type the second line: Is a school of magic for witches and wizards between the
ages of eleven and eighteen living in the United Kingdom.
 Press Enter twice
 Repeat the process with the following text:
2. Enrolment
2.1.A magical quill at Hogwarts detects the birth of wizard children and writes
their names into a large parchment book
3. Diagon Alley
3.1.Is a fictional High street in London. It is accessible to the wizarding world, to
which it is something of an economic hub, but hidden from Muggles(non magic
people - people who cannot perform magic).
 Close all open files without saving
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CONTROLLING TEXT
WIDOWS AND ORPHANS
As soon as you have enough text or graphics to fill a page Word inserts an
automatic page break. Sometimes this results in the first or last line of a
paragraph being separated from its accompanying text.
If the last line of a paragraph is printed on its own at the top of the next page
it is called a ‘widow’, and if the first line of a paragraph is printed on its own
at the bottom of the page it is called an ‘orphan’.
The Widow and Orphan option which is switched on by default and usually
applied to individual paragraphs, prevents odd paragraph lines from being cast
adrift.
To see how this works in practice, a two-page document has been specially set
up without the Widow and Orphan control switched on.
 Open the file named Cows
To view both pages in the document simultaneously:
 Click the Two Pages button in the Zoom section of the View tab
You should see that there is a single line (a widow) at the top of the second
page.
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 Click anywhere in the final paragraph of the first page
 Ensure the Home tab is selected
 Click the Paragraph group dialog box launcher
The Paragraph dialog box is displayed.
 Ensure that the Line and Page Breaks tab is selected
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 Click Widow/Orphan control
 Click OK
Another line of the paragraph is moved to the top of the second page to
eliminate the widow.
 Close the document without saving
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VIEWING A DOCUMENT
When a document has several pages it is useful to see them together to check
text layout and find blank pages.
 Open the file named Pigs
 Click the Zoom button in the Zoom section of the View tab
 Select Many pages
 Click the down arrow and select 4 pages (2 x 2 Pages)
 Click OK
The document is displayed four pages at a time.
 Click the 100% button in the Zoom section of the View tab
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NAVIGATING A DOCUMENT
BROWSING
There are quick ways to navigate and locate objects within a document.
 The file Pigs should still be open
At the bottom right-hand corner of your screen you will see the navigation
tools:
Previous Page
Select Browse Object
Next Page
The default Browse Object is Page.
 Use the Next Page and Previous Page buttons to move through the
document
 Click the Select Browse Object button to see a sub-menu of options
Go to
FInd
Edits
Heading
Graphic
Table
Field
Endnote
Footnote
Comment
Section
Page
 Select Browse by Table
You are immediately moved to the first (and only) table in the document.
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 Point to the Previous button
Notice that instead of ‘Previous Page’, the button is now labelled ‘Previous
Table’.
GO TO
If you know where you want to go in a document, you can use the Go To
command to find a specific page, table, or other item.
Go To is available as an object on the Browse feature, and can also be found in
the Editing group on the Home tab.
 Click down arrow next to Find in the Editing group on the Home tab
 Select Go To
The Find and Replace dialog box is displayed, with the Go To tab on top.
Notice that the list in the Go to what window largely replicates the options
available via the Browse Object button.
 Ensure that Page is selected
 Type 2 in the Enter page number window
As you type, the Next button at the bottom of the dialog box becomes a Go To
button.
 Click Go To
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The insertion point has moved to the top of page 2.
 Click Close
 Position the insertion point at the beginning of the document
 Leave the document open ready for the next exercise
1. You can display the Go To dialog box quickly by clicking on the page
number on the status bar at the bottom of the document.
2. Alternatively press Ctrl+G to display the Go To dialog box.
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SECTIONS
A section contains a common layout, for example two columns of text, or a
wide left margin.
When you open a new blank document, it consists of a single section. Changes
made to the margins or orientation, will affect the whole document, not just
the page you make the changes to.
If you need to vary the layout of a document within a page, or between pages,
you must insert section breaks to divide the document into separate sections.
Each section can then be formatted as required.
Bear in mind that a section break controls the section formatting of the text
that precedes it. So, if you delete a section break, the preceding text becomes
part of the following section and assumes its section formatting.
The last paragraph mark (¶) in the document holds the section formatting of
the last section in the document.
A paragraph mark is inserted into the document each time you press the Enter
key.
To see the paragraph marks in the document click the Show/Hide button
in the Paragraph group on the Home tab.
Types of section break:
Next page
Inserts a section break and starts the new section on
the next page.
Continuous
Inserts a section break and starts the new section on
the same page.
Odd page or Even page
Inserts a section break and starts the new section on
the next odd-numbered or even-numbered page
.
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EXAMPLES OF SECTION BREAKS
Continuous
The following example shows the result of inserting Continuous breaks in a
document
Break
Break
Break
Break
Next Page
The following example shows a Next page break. This type of break starts the
following text on a new page.
Break
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INSERTING A SECTION BREAK
You should still have the file named Pigs open.
 Position the insertion point where you want the section break to be, for this
exercise immediately to the left of the first letter in the second paragraph
on the first page (Even well socialised pigs etc.)
 Select the Page Layout tab
 Click Breaks in the Page Setup group
 Choose Next Page from the list
Notice that the Status bar at the bottom of the screen displays the number of
the section where the insertion point is currently positioned.
Section number
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 Select page 1 and then page 2 of the document to see the section number
change
DELETING A SECTION BREAK
To delete a section break:
 Click the Show/Hide button in the Paragraph group on the Home tab to see
the breaks
 Position the insertion point on the section break
 Press the Delete key
 Click the Show/Hide button to hide the paragraph marks
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PAGE NUMBERS
There are two methods of including page numbers in a document:


using Page Number in the Header & Footer group on the Insert tab
using either Header or Footer in the Header & Footer group on the Insert
tab
This section will cover the former option, while the latter option is dealt with
on page 57.
INSERTING PAGE NUMBERS USING THE PAGE NUMBER BUTTON
 Ensure that the file Pigs is still open
The insertion point can be positioned anywhere within the document.
 Select the Insert tab
 Click Page Number
 Point to Bottom of Page
A list of built-in layouts is displayed.
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 Click Plain Number 2
Page numbers are inserted into the footer of each page.
Notice that the contextual tab for Header & Footer Tools is displayed on the
ribbon.

Click the Close Header and Footer button in the Close group
Double click in the document (outside of the footer) to close the Footer.
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PAGE NUMBER FORMATS
Various page number formats are available for you to choose from.
 Select the Insert tab
 Click Page Number in the Header & Footer group
 Choose Format Page Numbers from the list
The Page Number Format dialog box is displayed.
 Click the down arrow in the Number Format window
 Select a different format, say -1-,-2-,-3-, …
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START PAGE NUMBER
In the Page numbering section of the dialog box, the Start at radio button
gives you the option to specify the starting page number.
 Click the Start at: radio button and type 5 in the box
 Click OK
 Preview the document to see the numbering format
 Close Print Preview
When you add page numbers, they are applied to the entire document.
If you want page numbers on only part of the document, or to change the
format of the numbering, say you want contents page to be numbered with a
Roman numeral, you must use Section breaks to split the document.
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HEADERS AND FOOTERS
Headers and footers are areas in the top and bottom margins of each page in a
document.
You can insert text or graphics in headers and footers — for example, page
numbers, the date, a company logo, the document’s title or file name, or the
author’s name — that are printed at the top or bottom of each page in a
document.
INSERTING A FOOTER
 The document Pigs should still be open
 Choose the Insert tab
 Click the Footer button in the Header & Footer group
A list of built-in layouts is displayed.
 Choose Blank (Three Columns)
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You can see that a footer has been included in the document but the page
number that you inserted in the previous exercise has been deleted.
 Select the ‘Type text’ prompt in the left position and type Intermediate
Word 2007
 Select the ‘Type text’ prompt in the centre position
 Ensure the Design tab in the Header & Footer Tools contextual tab is
selected
 Click Page Number in the Header & Footer group
 Select Current Position
 Select Plain Number
A page number is added to the footer in the same format as the one that was
deleted when you inserted the built-in footer.
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 Select the ‘Type text’ prompt at the right of the footer and type your name
 Close the footer
IMPORTANT TO REMEMBER
When you use one of the built-in formats for page numbers, headers or footers,
you run the risk of it replacing text that you have already placed in the
header/footer.
Deleting a page number
 Double click the footer area of the document to activate it
 Select the page number
 Press the Delete key
 Delete your name from the footer
If you have inserted the page number using the Page Number option on the
Insert tab:
 Choose the Insert tab
 Click Page Number in the Header & Footer
group
 Click Remove Page Numbers
This method does not work if you have included
the page number as part of the insert footer
option.
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Inserting the date
 Position the insertion point at the right of the footer
 Click the Design tab on the Header & Footer Tools contextual tab
 Click the Date & Time button in the Insert group
The Date and Time dialog box is displayed.
 Select the format of the date as you want it to appear
 If you would like the date to be updated each time you open the document,
ensure the Update automatically option is selected
 Click OK
 Close the Header & Footer
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Odd and even pages
If it is intended that the document will be bound, you may have to consider
having a wider margin on alternating pages to accommodate the binding. In
this case you might also choose to have the page numbers on alternating sides
of the page (left on the even numbered pages and right on odd numbered
pages).
The document called Pigs should still be open.
To clear the current footer in the document:
 Click into the first page
 Double click in the footer area to activate the footer
 Click Footer in the Header & Footer group of the Design tab
 Click Remove Footer
 Save the document
To set an alternating margin:
 Ensure the insertion point is in the footer
 Click Margins in the Page Setup group of the Page Layout tab
 Choose Mirrored
 Select the Different Odd & Even Pages option in the Options group of the
Design tab
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With the insertion point positioned in the Odd Page Footer.
 Click Page Number in the Header & Footer group of the Design tab
 Choose Bottom of Page
 Choose Plain Number 3
This inserts a page number on the right side of the footer but it still retains the
format to start at number 5.
 Click Page Number in the Header & Footer group
 Click Format Page Numbers
 Change the number to start at 1
 Click OK
 Click Next Section in the Navigation group of the Design tab
The insertion point is moved to Even Page Footer and page number 2 is
displayed in the centre.
 Click Page Number in the Header & Footer group
 Click Bottom of Page
 Click Plain Number 1
 Close the Header and Footer
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Look at the document in Print Preview to see the result.
 Close Print Preview
 Close the document without saving
Different first page footer
You may want a different Header or Footer on the first page.
There is an option within the design of the header and footer to do this and,
once you have selected it a First Page Header or Footer is inserted into the
document. This gives you the opportunity of either typing something different
or leaving it blank.
 Create a new document
 Press Ctrl and Enter three times
This gives you a document with four pages in it.
With the insertion point in the first page:
 Insert a Blank (Three Columns) footer
 Type your name in the space provided on the left
 Insert a page number in the centre position
 Delete the position on the right
While the footer is still activated:
 Select the Different First Page option in the Options group on the Design
tab
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The Footer on the first page is cleared. Notice that the Footer is still displayed
on this page, but is labelled First Page Footer.
 Type the name of the document (Blank Document) in the left hand
position.
 Close the footer
 Preview the document to see the different footers
 Double click the footer area to activate it
 Deselect the Different First Page option
The first page footer is removed.
 Close the Header and Footer
Different Header/Footer
While the Different First Page option is extremely useful, it obviously only
affects the first page of a document.
If you want a different header or footer on more than one page, or part way
through a document, you need to divide the document into sections (see page
49). As you already know, each section can then be formatted as required.
In this exercise you will modify the footer so that the first page is numbered
with a Roman numeral, and the second page will be numbered with a number 1
in Arabic format
Your current document has four pages with your name in the footer at the left
position.
 Insert a Next Page Section Break at the top of page 1
This inserts a new page into the document.
 Double click the footer area on page 1 to activate it
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You can see that the footer is labelled Section 1.

Scroll down to see the page 2 footer
Notice that footer on this page is sown as Section 2 indicating that a section
break separates pages 1 and 2.
There is also a Same as Previous label on the right of the Section 2 footer.
The Same as Previous label shows that, although you have inserted a next page
section break, the footer will be the same as the previous section.
If you want the footer on page 1 to be different to the footer on page 2 you
must remove the Same as Previous label so ‘splitting’ section 2 from section 1.
With the insertion point in the Section 2 footer:
 Click the Link to Previous button in the Navigation group of the Design tab
The sections are separated and you can now format each one in a different
way.
In the footer for section 1:
 Delete your name
 Format the page number as Roman format
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In the footer for section 2:
 Format the page number so that it starts numbering at 1
 Close the Header & Footer
 Close the document without saving
Inserting the document name and path into the footer
You can use Quick Parts to insert fields from the Document Properties for
example the document name. You can also insert a cover page, pre defined
headers and footers with page numbers, watermarks, and more.
 Open the document called Pigs
 Activate the footer area
 Click Quick Parts in the Insert group
 Choose Field
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The Field dialog box is displayed.
 Scroll down the list of field names and select FileName
Notice that, by selecting Filename, the Field properties are now displayed.
 Leave the Format as None
 Select the option to Add path to filename
 Click OK
 Close the footer
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The filename and path is displayed in the footer.
 Close the document without saving
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BUILDING BLOCKS
Building blocks are reusable pieces of content or other document parts that are
stored in galleries. You can access and reuse the building blocks at any time.
The idea for this exercise was taken from the blogs.techrepublic.com web site
and includes assembling a document using built-in components.
There are several parts to the exercise which means repeating some of the
instructions. By the end of the exercise you will have produced pages for a
confidential document including a cover page similar to that shown below.
 Open a new document
 Click the Quick Parts button in the Text group of the Insert tab
 Click Building Blocks Organizer
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The Building Blocks Organizer is displayed.
You see the name of the building block and the gallery name.
 Scroll down the Building Blocks list until you see the blocks that are part of
the Footers gallery
 Select Mod (Odd Page)
A preview of the building block is shown in the preview window.
 Click Insert
The footer is shown in the document.
 Close the Header and Footer
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 Click the Quick Parts button in the Text group of the Insert tab
 Click Building Blocks Organizer
The Building Blocks Organizer is displayed.
 Scroll down the Building Blocks list until you see the blocks that are part of
the Headers gallery
 Select Mod (Odd Page)
 Click Insert
 Close the Header and Footer
 Click the Quick Parts button in the Text group of the Insert tab
 Click Building Blocks Organizer
The Building Blocks Organizer is displayed.
 Scroll down the Building Blocks list until you see the blocks that are part of
the Watermarks gallery
 Select Confidential 1
 Click Insert
 Click the Quick Parts button in the Text group of the Insert tab
 Click Building Blocks Organizer
The Building Blocks Organizer is displayed.
 Scroll down the Building Blocks list until you see the blocks that are part of
the Cover Pages gallery
 Select Mod
 Click Insert
To change the page numbering:
 Double click the footer area of the first page
 Change the page number format to start the pages numbering at 0 (this
makes the second page number 1)
 Close the Header and Footer
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 Preview the document
 Close the document without saving
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COLUMNS
You can lay out text in newsletter-style columns, and the text will flow from
the bottom of one column to the top of the next.
You have previously learnt that any formatting changes will affect the entire
document. Therefore, unless you want your whole document to be formatted
in columns, the newsletter-style text will need to be contained in its own
section.
If the text is already typed Word will take care of this for you. When you select
the text and choose the Columns option, section breaks are inserted at the
beginning and end of the highlighted text.
 Open the document called Pigs
 Highlight the text in the second paragraph starting ‘Even well socialized
pigs.....’
Don’t include the blank lines above and below the paragraph as this will
produce uneven columns.
 Click the Columns button in the Page Setup group on the Page Layout tab
 Choose Two
The selected text is formatted in two columns.
As you selected the text before adding the two-column format, Word has
automatically inserted two continuous section breaks into the document.
 To see them click Show/Hide in the Paragraph group on the Home tab
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FORMATTING COLUMNS
There are several options for formatting the columns.
 Position the insertion point in one of the columns
 Click Columns in the Page Setup group on the Page Layout tab
 Select More Columns
The Columns dialog box is displayed.
 Change the width and spacing of the columns – the Width is the width of the
column, while Spacing is the amount of space between columns
 Include a line between the columns
The Preview window in the dialog box shows an example of the format you have
chosen.
 When you have a suitable format click OK to close the dialog box
 Save and close the file
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BORDERS AND SHADING
You can add a border to a page or to text. This is useful if you want to draw a
line underneath a paragraph or enclose a paragraph or title within a border.
You can also use shading to highlight text or fill in the background of a table.
TEXT BORDER
 Open the document called Halloween
 Position the insertion point in the document heading
 Click the arrow at the side of the Borders button in the Paragraph group of
the Home tab
 Select Borders and Shading
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The Borders and Shading dialog box is displayed
 Ensure the Borders tab is selected
 In the Setting column click Box
 Ensure Paragraph is selected in the Apply to: box
 Click the Shading tab
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 Click the down arrow in the Fill box
 Choose a vibrant colour for the background of the border
 Click OK
 Add a shaded border to the first two sub-headings, History and History of
Name
 Save the document
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PAGE BORDER
You are going to apply a border around the page.
 The file called Halloween should still be open
 Click the down arrow on the Borders button in the Paragraph group of the
Home tab
 Choose Borders and Shading
The Borders and Shading dialog box is displayed.
 Click the Page Border tab
 In the Setting column, click Box
 In the Style section, choose a line style
 Click the down arrow next to Color and select a colour from the palette
 Click OK
 Look at the document in Print Preview
 Close Print Preview
 Click Undo to remove the page border ready for the next exercise
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Graphical page border
As well as various line styles, you can choose a graphical page border.
 Click the down arrow on the Borders button in the Paragraph group of the
Home tab
 Choose Borders and Shading
The Borders and Shading dialog box is displayed.
 Click the Page Border tab
 In the Setting column, click Box
 Click the down arrow in the Art box to see a selection of graphical styles
 Scroll down the list and choose the cat shape
 Click the down arrow next to Color and select a medium grey from the
palette
 Click OK
 Look at the document in Print Preview
 Close Print Preview
Always check a document with a page border in Print Preview before printing.
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FORMAT PAINTER
To complete the document you need to format the final sub-heading, Symbols
to match the others. In this exercise you are going to copy the format of one of
the other headings that you formatted earlier.
 Position the insertion point in the first sub-heading, History
 Click the Format Painter button in the Clipboard group of the Home tab
The format of the sub heading text has been copied ready to apply it to other
text.
 Move the mouse pointer (which now has a paintbrush icon attached) down to
the final sub-heading
 Select the text in the sub heading
The format of the History subheading has been applied to the Symbols
subheading.
The Format Painter button is switched off.
 Save and close the document
IMPORTANT TO REMEMBER
Position the insertion point in the text which has the format that you want to
copy before clicking the Format Painter button.
Click the Format Painter button once to copy the format to one other piece of
text.
If you double-click the Format Painter button you can copy the format as many
times as you like but then you need to click the button once more to cancel the
command.
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SYMBOLS
Apart from the characters on the keyboard, you can choose to insert symbols
from a selection of several hundred held within the symbol tables. You have
already had a brief look at the Symbols dialog box when you chose a symbol to
use as a bullet.
 Open a new blank document
 Click the Symbol button in the Symbols group of the Insert tab
 Click More Symbols
The Symbol dialog box is displayed.
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The symbols and characters you can insert depend upon the font that you
choose.
There are a variety of fonts and you might need to search through them to find
what you are looking for.
 Click the down arrow next to Font
 Select Webdings
The Webdings symbols include more unusual characters.
 Choose a symbol
 Click the Insert button
The symbol is inserted into the document.
 Click Close
You treat a symbol in the same way as any other character – if you need to
make it bigger, select the symbol and a larger font size.
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INTERNATIONAL CHARACTERS
Although international characters such as â are included in the Symbols tables,
it is tedious to have to search for these characters when you need them.
To produce é
 Hold down the CTRL key and press ‘ (apostrophe)
 Release the CTRL key and press e
Try reproducing the following characters:
ö
Ctrl+Shift+:(colon)+o
ñ
Ctrl+Shift+~(tilde)+n
ç
Ctrl+,(comma)+c
ß
Ctrl+Shift+&+s
ù
Ctrl+`(accent grave)+u
To see a list of characters, type International Characters into Word Help.
 Close the document without saving
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PRINTING A BOOKLET
In this exercise you will print four pages of text so that, if it were printed back
to back, the result would be an A5 booklet with four pages.
 Open the document called PrintPigs
 Click the Office Button
 Choose Print
 Print
In the Zoom section of the dialog box:
 Click the down arrow in Pages per sheet and select 2 pages
 Click the down arrow in Scale to paper size and select A4
In the Print range section:
 Choose to print Pages 4, 1, 2, 3
This tells Word in what order to print the pages so that, when the brochure is
folded, the pages are in the correct order.
 Click OK
 Fold the pages together as a back to back document
 Close the document without saving
Word2007Intermediate (020611)
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